Construction Project Administrator

Full-Time | Non-Exempt

We are an established, family-owned San Francisco public works contractor seeking a highly organized Construction Project Administrator. This position supports our Business Manager and project teams by keeping billing records, subcontracts, compliance documents, job files, and closeout requirements accurate, current, and moving toward completion.

This is not a passive clerical position. The right person notices what is missing, follows up without repeated reminders, communicates problems early, and takes responsibility for closing the loop.

What You Will Do

• Review and organize billing backup, including daily reports, tickets, receipts, equipment records, photographs, and subcontractor documentation.

• Identify missing, incomplete, or inconsistent documentation before billing and approval deadlines.

• Submit invoices to clients and assist with the invoice approval process.

• Set up and maintain organized project files, trackers, purchase orders, and project phase information.

• Support subcontract administration from initial intake through execution.

• Monitor vendor and subcontractor compliance, including certificates of insurance, union status, licensing, labor-compliance requirements, and local-hire documentation.

• Assist with RFIs, submittals, schedules of values, preliminary notices, 10-day and 30-day notices, releases, warranties, and project closeout records.

• Track trucking, equipment, receipt, and invoice documentation, including Tenna equipment work reports.

• Follow up with project personnel, vendors, and subcontractors until required information is received or appropriately escalated.

• Protect confidential company, employee, project, and vendor information.

This role supports project execution but does not independently manage project scope, cost, schedule, field operations, contracts, permits, or final approvals.

The Person Who Will Succeed Here

You are meticulous without becoming stuck in the details, persistent without being abrasive, and comfortable working in an environment where priorities can change quickly. You ask questions, learn from direct feedback, and become increasingly independent as you gain experience.

Most importantly, you take pride in producing work that is accurate, complete, timely, and dependable.

Qualifications

• Previous experience in construction administration, project coordination, contract administration, billing, compliance, or another documentation-intensive position.

• Public works or heavy-civil construction experience is strongly preferred.

• Experience with any of the following is valuable: billing backup, subcontracts, purchase orders, certificates of insurance, RFIs, submittals, schedules of values, preliminary notices, labor compliance, or project closeout.

• Strong organizational skills and the ability to maintain multiple logs, files, deadlines, and follow-up items.

• Clear and professional written and verbal communication.

• Comfortable using Microsoft Excel, Word, Outlook, and document-management systems.

• Experience with Raken, Basecamp, or comparable construction systems is a plus.

• Sound judgment regarding when to resolve an issue independently and when to escalate it.

For the Construction Project Administrator position, the top 10 skills are:

• Construction document control

• Project billing and pay-application support

• Strong follow-up and deadline management

• Attention to detail and document accuracy

• Subcontract and vendor compliance tracking

• Organization across multiple active projects

• Microsoft Excel and spreadsheet tracking

• Clear written and verbal communication

• Problem identification and timely escalation

• Public works or heavy-civil construction knowledge

Our culture is direct, hardworking, and relationship-driven. We value people who take ownership, respect established processes, help their coworkers succeed, and follow through on what they say they will do.

If you want a position where your organization and follow-through directly contribute to successful projects, we encourage you to apply.

Please apply through this posting with your resume. In your application, briefly identify the construction documents, billing records, compliance requirements, or tracking systems you have personally handled.

Benefits:

• 401(k)

• Dental insurance

• Health insurance

• Life insurance

• Paid time off

• Vision insurance

Application Question(s):

• This is a full-time position that requires regularly working onsite in San Francisco. Are you able to meet this requirement?

Experience:

• Construction administrative: 2 years (Required)

Ability to Commute:

• San Francisco, CA 94134 (Required)

Work Location: In person

W3Global was established in 2006 in Fremont, CA with a vision: simplify the recruiting process and develop an industry-disrupting platform to connect candidates with clients. Our cutting-edge Applicant Tracking System enables us to find the right person for the right job, creating value for job seekers and employers. While W3Global initially focused on IT staffing, we have expanded the business to serve many other industries, including accounting and finance, legal, engineering, human resources, government and more.

We’re proud of the investments we’ve made in our team, having grown from four to 1000 employees and evolving into one of the leading recruitment and staffing solution providers in the industry. Our recruiters and account managers are passionate about connecting qualified professionals with the right positions in small, medium, and large companies.

Our Services
W3Global understands the natural ups and downs of an organization’s staffing needs. We are continuously adapting to industry and economic changes to find the right candidates.

We specialize in placing permanent, direct, contract, and temporary positions for companies of any size. Our recruiting services include sourcing, recruiting, screening, interview management, salary negotiations, training, and onboarding.

We are committed to helping organizations redefine their recruitment process by delivering our SaaS-based proprietary application tracking system software.

Our Expertise
W3Global has been delivering staffing solutions for nearly two decades; we know which recruiting strategies work best. Our expert team is committed to developing a customized solution to fit your company’s unique needs.

As a W3Global client, you’ll also receive personalized assistance from a seasoned team of staffing specialists. We are committed to providing both technical support and industry expertise to simplify the hiring process. We know that your time matters. W3Global will help you streamline the hiring process, getting it done and getting it right.